Office Manager/HR Generalist

Company Description

The Peace Officers Research Association of California (PORAC) was incorporated in 1953 as a professional federation of local, state, and federal law enforcement agencies. PORAC represents over 83,000 public safety members and over 955 associations, making it the largest law enforcement organization in California and the largest statewide association in the nation. Working with PORAC will provide you with the rewarding experience of supporting the brave peace officers who protect and serve our communities.

Summary

The Office Manager/HR Generalist is a dynamic role that combines administrative oversight with human resources management. This position is responsible for ensuring the efficient operation of office facilities, supporting HR functions, and maintaining a compliant and positive workplace environment.

Duties & Responsibilities

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

Facilities Management

• HVAC, Plumbing & Kitchen Equipment: Oversee the maintenance and repair of HVAC systems, plumbing infrastructure, and kitchen equipment to ensure a safe and comfortable working environment.
• Event Support: Set up, maintain, and break down conference rooms according to event needs, ensuring all equipment is functional and spaces are prepared.
• Vendor Coordination: Manage relationships with service providers for routine maintenance and emergency repairs, ensuring timely and cost-effective solutions.

Human Resources Support

• Recruitment & Onboarding: Assist in recruiting, interviewing, and hiring qualified candidates. Facilitate new hire orientation and employee recognition programs.
• Compliance & Training: Track and document compliance with mandatory and non-mandatory training, continuing education, and work assessments, including safety training, anti-harassment training, and professional licensure.
• Employee Relations: Handle employment-related inquiries from applicants, employees, and supervisors, referring complex or sensitive matters to appropriate staff.
• Disciplinary Actions: Attend and participate in employee disciplinary meetings, terminations, and investigations, ensuring adherence to company policies and legal requirements.

Administrative Support

• Clerical Assistance: Provide clerical support to administrative staff, including answering phones, sorting and distributing mail, and processing daily outgoing mail.
• Backup Support: Serve as backup for various positions during employee absences, ensuring continuity of operations.
• Record Keeping: Maintain accurate records related to facilities management, HR activities, and compliance documentation.

Compliance & Policy Adherence

• Legal Compliance: Ensure compliance with federal, state, and local employment laws and regulations, reviewing policies and practices to maintain compliance.
• Safety Standards: Implement and monitor safety programs, ensuring a safe working environment for all employees.

Additional Responsibilities

• Confidentiality: Maintain the highest level of confidentiality and discretion in handling sensitive employee, organizational, and law enforcement-related information.
• Performance Management: Assist in developing and implementing performance management tools to provide guidance and feedback to the team.
• Organizational Support: Proactively establish and maintain a highly organized filing system; assist with special projects as assigned.
• Reporting: Prepare accurate and timely reports as required, ensuring deadlines are appropriately met.
• On Site: This role requires full-time presence in our office; remote work is not available.
• Travel: Occasional travel required.

Qualifications

• Bachelor’s degree in human resources, Business Administration, or a related field.
• 3–5 years of proven experience as an HR Generalist or comparable role.
• Thorough knowledge of employment-related laws, regulations, and best practices.
• Excellent verbal and written communication skills.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Handles sensitive information with the utmost discretion, safeguarding confidentiality, maintaining decorum and fostering trust within the organization.
• Proficient with MS Office Suite or related software.
• Capacity to swiftly acquire proficiency in the organization's HRIS and talent management systems.
• Strong work ethic with a commitment to excellence and high standards.
• Excellent time management skills with proven ability to meet deadlines.
• Strong organizational, problem-solving, and analytical skills.
• Ability to manage priorities and workflow.
• Ability to prioritize tasks and delegate them when appropriate.
• Required proficiency in the primary language(s) utilized in the workplace to perform essential job duties.
• Professional appearance and demeanor.

Supervisory Responsibilities

• Oversee the daily work activities of the office staff.
• May handle or assist with discipline and termination of employees in accordance with the organization's policies.

Physical Requirements Frequently Required

• Sit for prolonged periods.
• Perform some repetitive motion activities.
• Coordinate multiple tasks simultaneously.
• Lift up to and including 50 pounds.

Work Environment

• The noise level in the work environment is usually quiet.

This role is integral to maintaining a functional and compliant workplace, balancing facilities management with human resources support to ensure the smooth operation of office activities.